(??) Thank you Mister Chairman (??) At the moment there are present the board members from Algeria, Egypt, Iran, Qatar, (??) Montenegro, and Venezuela. Now in accordance with the defined quorum criteria established in this meeting, I inform you that there is quorum in this session for this meeting. Thank you.
Thank you very much. Welcome back (??) members. When we book for lunch, we will in a (clue?) session, the exective board will interview the respect(ive) Department Head of Administration and Finance. I'm happy to report we will have a recommendation going forward. The preferred candidate being the candidate from Iran, so I wanna extend again a congratulations to the candidate and leader of the distinguishe member from Iran for the success of the candidate, of course, filling in this very important position. We want to continue on this afternoon with the rest of this agenda. It is not very long. His Excellency (SG?) has asked me to add an item--to include item within the agenda
A subjective agreement, which relates to the provision of additional I.T. equipment, which could improve the level of [stutters] conducted meetings. And I have agreed that subject to your agreement, I don't think it will take us that much longer to get passed. So hopefully let's get back to the agenda.
The next item is item 17. The approval of the summary decisions of the 8th executive board meeting, including confirmation of the executive board decisions made through the established communication protocol. The summary decisions were circulated to executive boardmembers. I think there was one, possibly two, comments coming back in.
And we have, and I think it's included in your folder, the summary decisions of the 8th E.B. for your additional correction if required. Or alternatively approval, which I put forward for your consideration.
Any comments on the summary of the decisions of the executive board meeting? If there are none, then we'll move that we accept and approve the summary decisions of the 8th executive board, and it will be recorded.
We also have before us... [interruption] I'm advised that the document will be circulated for signatures. So, it will pass around. Wisely, we proceed with the next item.
Which is, approval of the verbatim recordings of both the 7th and 8th meetings of the executive board. These documents were circulated by e-mail. And to the extent that they were any sort of ... [interruption] Yes, these minutes were circulated. There were no comments coming back on the verbatim recordings. To the extent that there are no changes, I want to put forward that we approve the verbatim recordings of both the 7th and 8th E.B. meetings. And: no objections. These documents are approved.
The next item is setting a date and venue for the 10th executive board meeting.
Distinguished member from Qatar, as chair of the high level ad-hoc group, could you remind me of the date set?
Thank you, Mister Chairman. I think the proposal and the date which was specified for the next high level ad-hoc was the 21st of September. (That's a Tuesday is it? Or what day of the week is it?) Wednesday? (21st is Thursday?) Maybe Egypt can remember.
My suggestion is we can schedule an E.B. meeting for a subject and input from any distinguished member for sometime that week? Russia to speak.
Thank you Mister Chairman. Basically I agree with the date of 22 to 23 of September, but the question will be the secretary will try to present a draft of the budget for the next year. Because, we have to present to Ministerial a budget for approval and to discuss it during the next E.B. meeting. It's one of the major questions. (Thank you. Algeria to speak.)
Thank you Mister Chairman. I think that ... I have no objection for the date of 22 or 23 of September. But really, first of all we don't know if the 4th meeting of the high level committee will take place. I don't know. The second thing is, what are we really going to discuss between now and 21st of September? We have to wait for the results of some of the committees, we have to see the steering committee working, we have to meet within the context of the high level strategy, we have to prepare the budget.
I think we should stick with our decision that we meet one month before the Ministerial meeting. By that time a lot of things have been done, and we have a lot of decisions to take. It's very short now, it's August, it's Ramadan now. (What time is the high level?) We're disconnected too. (Hmm?) Because that one is not assured, perhaps we have no meeting. If there are no comments, we'll have no meeting. It can wait a little bit, to make the meeting more fruitful and we'll know in October what's going to happen, and so on. And if the Ministerial meeting is on 13 of November, that means around 14/13 of October we'll have our E.B. meeting. It's a proposal. (Thank you. Iran to speak.)
Thank you Mister Chairman. I think the E.B. meeting should be held based on having enough issues in the agenda. Do we have enough issues in the agenda? Because I know some of our colleagues like you, like Venezuela, you're travelling a very very far distance. For us it's a short trip, but for you and for Venezuela or other colleagues, it is very long. That's why I propose that we set an agenda. If there is a sufficient issue, then we can hold the meeting as you said.
(Chairman to speak.) Yes thank you very much for those very insightful inputs into selecting the date. Indeed, I think importantly we have to recognize and remember that ... the next meeting of the E.B. I would prefer that we be in a position to consider the budget for next year. And in fact, I am not sure where the secretariat are in terms of the population, whether there is any indicative timing as to when that would be ready, for one. I also take the comments of the distinguished member from Algeria on board, in terms of the conduct of ongoing work. That in fact, we may want to schedule the meeting at a time which will afford us the opportunity to have some reporting on those activities. Which in fact, we have asked to be undertaken.
And of course, we do not necessarily have to link our scheduling to the scheduling of the high level group. Albeit, a tentative date, but certainly an e-mail is an absolute date. We are in fact, an independent organ of the forum, and we can set our dates independently. So taking those comments on board, I am open for suggestions in terms of a date. I heard one month before the next Ministerial meeting, that is sometime near the third week of October, probably. I'm not sure what people's schedules are like, we can set a date. I don't have a calendar in front of me.
The 12th and 13th of October are being suggested. Do we have any schedule conflicts? Wednesday or Thursday - two days, just in case. But we'll decide on the length of the meeting, based on the agenda. 12th and 13th, that is Wednesday and Thursday, is it, yes? Which is approximately one month before the next ministerial meeting.
Any comments on that? (Yeah 14th is my birthday) Aw! Ha Ha. (I will bring the cake, don't worry) [Laughter]
We are flexible in terms of the week, either that week or the week after. We want to check our schedules whether the 20th and 21st is better. No the following week is the 19th and 20th of October. Does that work?
[Algeria speaks.] No. You know, it's difficult to make a choice during this period, and I don't want to block the meeting because we a have a lot of things during this period of time. But I would suggest just before the 12th or something like that. 12th of October, I leave on 13 and I will be in Algiers on 14. (11 and 12, how about that?) Sure, Sure.
[Chairman] OK, 11th and 12th of October. And we have an opportunity to wish you an early ... (Thank you, Thank you very much) [Laughter]
Thank you very much for the dates for the next executive board meeting, the 11th and 12th is it? (Yes it is.) The 12th of October, subject to anything else that comes up. Thank you.
S.G.? You have an additional item you wish to?
Yes, with your permission I would like to make sure to have the presentation concerning additional I.T. equipment in our meeting room. Please I would like to pass the floor to Miss [name, unclear].
[15 or more seconds of silence. Woman speaks.]
Your Excellencies? Is this mic on? Thank You.
We take the opportunity of today's meeting in order to show you our secretariat's proposal, in order to make it more convenient to use this meeting room. Especially this meeting room ... [Her accent is strong and next words unclear] ... We had a problem for a presentation so close to his excellency's ministers.
As you can see we project on this screen to allow you to see all the presentation, but it's not really convenient.
So we tried to meet with the contractor, now you know that the building and office is still under warranty. With two contractors settled for the building and the [unclear] for the [polico?] system, which is now operating videoconferences and conference calls. So what we did, this is what you can see on the screen, and they tried to make A3 documents, so you can just see the proposal.
We have met with this contractor, and we have seen all the proposals -- we have tried to see if we can make a screen on the ceiling, we can make screens on the right and left sides. And we finally, with the contractor, decide there is no possibility other than one, to have a screen on each table so to allow each minister or participant to have the possibility to see all the presentations. And even if we make a system in order that (what we call the Link system) in order to allow some minister to attend the meeting by distance, we need to have this screen. In addition, the contractor tells us there'd be no additional work except this equipment to be implemented.
Can you please show the second slide please?
So this technology goes exactly with the system implemented in place, no additional work will be done. And it was supposed at the beginning, as the contractor told us, that it be implemented for this meeting room but was not done. So they proposed to us exactly the same solution, in each place will have a mobile screen. It's very comfortable, and each person can use at once allowing heads to move up and down correctly. And it will allow each person exactly to follow his own visionage in his place, and be more convenient.
The price? Why we are coming to you today, because regarding the budget of 2011 - we thought that we didn't need to have this, at least that we didn't know that we'd have the facilities as it is. So the budget was just for small equipment, around $25,000 as the budget.
Now, the amount for this proposal and for all the negotiations and so on, because it's technological solution, the latest. There is no ... well, this comes from that. It's around $250,000 dollars. I think yesterday there were presentations regarding the expense with the budget, and we tried with our finest department to see whether there is possibility to get money from other articles in order to do this investment. And it was possible, because there are some items that have not been done and are not necessary. Especially you have seen yesterday maybe 20% of the budget has been expensed, and we will have some extra to handle yet.
So in addition regarding the rules, we cannot, the secretariat cannot use more than 15% of ... under each chapter, cannot use it for the ... each, how we call that, item. Unless we have you approval. So we what we request from your Excellencies today: If you agree that we will have a more convenient ministerial meeting room, with this system, so you give us your approval in order to use the money or the budget for the other articles. And we may propose to you which one - no problem for that, but we just need your approval to implement such system. Thank You.
[Chairman] Just to confirm, yes, want to see some figures, which is great. The floor is open for questions and comments from distinguished members.
Venezuela, to speak.
Thank you Mister Chairman. I think it is a good idea, it's good in my knowledge. I have got knowledge about this kind of technology. I think the amount is reasonable. The only thing we ask the secretariat is to make sure the technology will not become obsolete very soon. Because as far as I know, this kind of technology is coming to the process of being replaced by tablets like iPad and so on. So is it possible to do that when the decision will be made to buy, they put the newest technology possible, in order to make sure that it will [not] become newly obsolete. Thank You. So, Venezuela is in favor.
[Chairman] Iran, to speak.
Thank you Mister Chairman. The question I have ... We are also in favor of this thing because it facilitates the ... it's a very good facility for the meeting room, and it can be used by the Executive Boards, and other you know ... appropriate groups. But the question I have, you Miss [name of prior speaker] you said something. $25,000 before, what was that?
[She replies] It was ... You know that when we made the budget, we had just started the activity. We were not in this office, and so we don't know exactly where we'd get the facility. So, we made the budget just for small equipment, for videoconferencing, you know some stuff needed to make conference call or this stuff. This was not considered at all in the budget.
[Iran] OK. The similar instrument, we have in OPEC. Does it go inside?
[She replies] Yes, because in the OPEC, you know the room is very big, and you have the two different rooms. And you have this screen here on the wall, and have it kind of like this, and really because the room is big. Which is not this one is long, but it is not big enough. So if we have the possibility of making of the minutes, it was not possible. In that office it is not possible. So the only possibility is this.
And I think one of the slides shows exactly, and you can see it in the document, [unclear.] It's exactly what we'll do with the contractor just just move slightly with the table, and you will get something. What is hidden, when it's hidden, the screen you cannot see it. So it's really comfortable. When it goes up, we see your presentation, and clearly see the screen.
[Iran] OK, the other question I have [interruption](It's like this this table, if you want to see, it has to have units.) Mister Chairman, at the head of the table, you only have one screen ...
[She resumes]You have all that you want. And we will make two. No no no. OK yes. This is the proposal [from] the contractor but the price is related to have two additional screens for the two chairs. And you will have exactly for each microphone you will have one place for each screen. (Thank You.) No problem, yes.
[Chairman] Russia, to speak.
Thank you Mister Chairman. I fully support the idea for this equipment - but the last experience of using this room shows that we are suffering of the lack of plugs for laptops. It's not sufficient, and I think there is a possibility to install one plug per place, but maybe and for the second or third row too. Especially for a ministerial meeting. For the support staff they need to use their laptops and without plugs it is rather difficult.
I don't think the extra price to install the extra plugs would be very high. So I have a recommendation to decision the possibility to install additional plugs for the replacement around the room. Thank You.
[Chairman] Qatar, to speak.
Thank you Mister Chairman. I think, I agree with all my colleagues that I think it is a very important item, and it will facilitate the conducting of meetings, and it also will save time and will save a lot of labor and [unclear] this and distributing. That will facilitate our conducting business professionally. So I am fully supporting that.
And also for the support work that has been stated by Mr Alana, about making sure that it is the latest technology in the market, so we can take advantage of what is the new development on this equipment.
[Chairman] Any other comments? Russia to speak.
I'm sorry. Thank you Mister Chairman. And another observation how to organize our meetings, and how facilitate the work with documents. During the last meeting I exchanged uses with some of my colleagues.
So maybe, for those members who wish it, maybe we can - it's not the equipment of the room, but - more generally for them wish it, not to present all the paper on the paper, but to an electronic option for distribution of documents.
If it's possible, we can bring all this to the airplane. And ... [now] it's not modern! Thank You.
[Chairman] I'm in firm agreement with you in terms of examining, and of course as you mention, of course if some distribution members still prefer the option of having printed copies of course we will facilitate that. But certainly moving towards a greener approach. I think having the facility of electric documents would of course sit will with several of the distinguished members.
In that vein as well, although it's not apparantly connected with this proposal, the whole concept of networking electronically, videoconferencing and the like ... Yes, we like to meet and certainly for a number of us because of our schedules, and when we include the time taken to travel and get back to our respective destinations... Having the facility of videoconferencing could add some additional possibilties, and I mention this too. So if you have any comments, please...
[Woman with the proposal resumes] Yes, your Excellency, maybe it's a good idea, you'd like us to finish the project and to come to you with the result. And as you requested several times, this is taken into consideration in the contract we will sign next week. And to tell you that all the amount dedicated to the I.T. equipment will be absorbed, but all the equipment that we install for the server, for the network, and you will have. We just yesterday were negotiating with Microsoft and the contractor, to have the possibility with the latest technology in front of us, to have the possibility to have this meeting by distance. So this is taken into consideration. And thank you.
[Chairman] Venezuela to speak.
Thank you Mister Chairman, also I would to have a small request - to have a big clock in the room. A [unclear] option. [People chucking, this was a joke]
[Chairman] Iran, to speak.
Thank you Mister Chairman. I will support the idea, of having each delegation on the screen. But Mister Chairman, sometimes there will be a problem with the technology, you know? We may keep some options open, like when the screens have a problem, we can use the general screen for everybody. Maybe one or two general, and the rest for each delegation?
[Chairman] I'm getting the impression that the intention was to do away with everything, but certainly and this was to enhance. but please ...
[woman with proposal] Just to explain to his excellency the E.B. of Iran, exactly but the only problem, this will be for the E.B. members, and the ministers. We are thinking to add two screens for the dedication of this site, for this we need to think with the contractor, because you know we don't want to damage the quality of the wood [..maybe "word"]. So we are thinking of the best way to make it. And this screen, it will be used with all the sites, because we want to add additional comments to have the whole room, and to the comments add the voice but also the picture, because we will need it for the what-we-call virtual meeting. So this we will take into consideration, your Excellency.
[Chairman] Thank you very much, from the comments of distinguished members. I get the distinct impression we are all behind this initiative. I propose that we grant approval for the proposal as presented, and approval is given by the Executive Board. Please proceed. Unless there is any further item, I think there is not much more to be said. An old teacher of mine often commented that, "When all is said and done, there is nothing more to be said or done." Qatar to speak.
Thank you Mister Chairman, maybe last comment about yesterday we had a discussion about this stuff in deliberations. But I'm not sure the conclusion or agreed action was clearly idenitifed or ... so can your Excellency explain what is expected?
[Chairman] With respect to the stuff of relations, I think what we agreed was that the ... there was some ... first of all there were two issues. We needed to get an opinion, a legal opinion, regarding the other option which we moved today, in terms of amending the mmm what's contributement. As another option for proceeding the matter, we have before us of course some existing staff regs. There us a version, a modified version, still subject to consideration and approval by the Executive Board, which comes with legal opinion and suggestion, in terms of changes to the staff changes. But those changes have not been approved. So before taking a decision, I think the position was we would want to explore, whether in fact another option was possible, in terms of ensuring that the staff regulations complied with all the legal requirements in accordance with the host country agreement, and with the aspects of Qatari law that to which it was not exempt. So I think that was the position that we needed to look at, as the alternative option, before making a decision. That was my understanding.
Chairman] S.G. to speak.
Yes then we'll probably have another option. Because taking into consideration that we have already received some legal opinion regarding the new addition of the staff situation. We could adopt in general this text, and with some changed we already have discussed today with Venezuela and colleagues, receiving from them some corrections and amendments in the text of the staff situation. And after that we could proceed with circulation of a new version that for final approval.
[Chairman] Egypt to speak.
Thank you. What we would like to receive from the secretary general, is not the complete set of the whole equipment. We would like receive a table of the changes. All texts, new texts, or recitings deleted, or recitings added. Because reviewing complete regulation is something like this. So this would be easier for each E.B. member to review, against the original document. Easier, much easier than reviewing it from scratch. Thank You.
[Chairman] Distinguished member from Qatar, does that sound like what we spoke? Yes.
Yes, thank you your Excellency. It is clear now.
[Chairman] OK. Thank you.
Well I just want again thank all distinguished members, his excellency the S.G., the secretariat, for their support, and their contribution to the staging of this meeting. I think we were able to complete the agenda that we set before ourselves. And I think we did it in a reasonably efficient way. I think at the end of the day, a lot of the value of these meetings, is the dialogue that takes place, and there are issues that sometimes we cannot express unless we meet face to face. And in fact the depth of discussion I think was adequate for the issues raised.
At the end of the day, we are here to move forward the business of the forum, and I think we were able to achieve that in this meeting. I just want to wish on behalf of myself and the other members of the office of the Chairman in Trinidad and Tobago, my best wishes to all distinguished members. And we hope to meet again, in whatever capacity, but certainly back at the next E.B. meeting which we have targeted for October. Thank You.
[Remainder of audio is faint, people leaving, speaking away from the microphone]
